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April 17, 2025 16 mins

What if the very success you worked so hard for is the very thing that is keeping you stuck?

Today I’m calling out the hidden chaos behind the “perfectly polished” business. You’ve got the clients, the revenue, maybe even a team. But if your operations are held together with duct tape, growing your business will cost you your peace (and your time).

In this episode I break down what’s really going on when success feels heavy and why duct-taped systems will never support long-term business growth. You’ll learn the mindset shift you need to make before you even think about scaling, and how to spot the operational gaps that are burning you out.

If you're ready to reclaim your time, lead with clarity, and run a business that doesn’t depend on you to survive, this episode is just for you!

1:28 - When teams can't function without your input, you’ve become the bottleneck

5:11 – Why growing without systems leads to burnout and unsustainable success

7:33 – How the POWER in Motion Framework helps you build documented processes

10:08 – Delegation fails without clarity on what to hand off and how to do it

12:16 – Real success is building a business that supports your life.

Resources Mentioned:

📋 Grab the Biz Ops Checklist, a fillable PDF, to quickly audit your back office, spot inefficiencies, and create a smoother, more efficient operation!

🤝 Join The MY-T Society for tools, templates, and expert support to simplify your business systems and take control of your time!

🧩 Book a Legacy In Motion Session, a personalized 2-hour strategy session, to uncover inefficiencies, set clear 90-day goals, and create an actionable plan to streamline your business and achieve sustainable growth!


Let me know your thoughts! Click here to send me a text.

Tired of feeling stuck behind the scenes?

Book a POWER In Motion Jumpstart Session! A 60-minute call where we’ll pinpoint what’s holding you back and build a 30-day action plan you can use right away.

It’s the perfect first step before joining the Founders Circle.  Book your session here.

Leave a Rating and Review: https://ratethispodcast.com/mindyourtime







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Transcript

Episode Transcript

Available transcripts are automatically generated. Complete accuracy is not guaranteed.
Speaker 1 (00:00):
Oh, I see you.
You're hitting big goals,bringing in clients, and on
paper your business looksamazing, but behind the scenes
it's a hot mess If you'reholding it all together with
duct tape and late nights.
This episode is your permissionto stop it.
I'm breaking down what's reallykeeping you stuck and we're

(00:22):
gonna talk about how you can getyour business running like it
should have been from the start.
Welcome to the Mind your Timepodcast.
I'm Shannon Baker, yourcoffee-loving host and business
operations strategist.
Each week, I'll share practicalinsights and bold strategies
rooted in my power and motionframework to help you streamline
your operations, reclaim yourtime and build a business that

(00:43):
supports your life.
Whether you're just startingout or scaling to six figures
and beyond, these episodes willhelp you take control and create
success on your own terms.
So grab a cup of coffee or yourfavorite beverage and let's
dive into today's topic.
So I was catching up with afriend recently at a local
coffee shop, of course.

(01:04):
So we're sipping and chattingabout life and business, just
catching up.
But then she leans in and saysShannon, I feel like I should be
celebrating what I'veaccomplished, but honestly, I'm
so overwhelmed I don't even knowwhen I could take time off to
celebrate and actually enjoy it.

(01:25):
Everything looks great on theoutside, but behind the scenes
I'm a total mess and let me tellyou her voice cracked a little
when she said that and I couldreally tell she wasn't
exaggerating.
She was tired mentally andemotionally.
Now let me tell you a little bitof background information about

(01:48):
my friend.
She is consistently hitting 10Kmonths.
She has a solid offer.
She knows who she is selling toand how she's selling it.
So the clients keep coming inand from the outside things look
like they are working very welland in kind of that is the
truth.
But behind the scenes shestretched way too thin and she's

(02:14):
juggling way too much.
Really, she's become thebottleneck in her business which
is starting to block her growth, and it has definitely
disturbed her peace.
Because here's the deal.
She followed all the expertadvice to grow her business and
it actually worked, for she evenbuilt a team.

(02:35):
So in theory she should not bedoing it all herself.
But here's the catch Her teamdoesn't know what to focus on or
complete without her and shehasn't documented a single
process.
Because of that, her team can'ttake ownership of the things

(02:55):
that they should be doing forher, and the domino effect is
they can't do anything withouther.
So when your team is waiting onyour every move, you're not
just the leader.
You have accidentally becomethe bottleneck, whether you
realize it or not, and look, ifthat's you, that's not failure,

(03:17):
that's just a sign that it'stime to shift the way that you
lead, and this is exactly thekind of challenge that I help
women entrepreneurs overcomethrough my power and motion
framework.
It's a five-step process that Icreated to help you grow
without burning out.
Now, I've seen this happen timeand time again, because when
your business basically explodesovernight, I mean who has time

(03:41):
to pause and organize?
Absolutely no one, and that'swhy your processes need to be
documented and automated wherepossible before you get to this
tipping point.
Now back to the story.
Once my friend paused, and thenshe asked me for my thoughts on
what was going on in herbusiness, I paused, took another

(04:02):
sip of my coffee and justnodded a few times, because I've
been there and I know there areso many other women that have
to.
Maybe you're there right now.
So I asked her one simplequestion what would happen if
you took on just one more clientright now?
She paused, looked at me overthe rim of her coffee cup and

(04:26):
just laughed and said I wouldprobably cry Now.
If that little, if that hit alittle too close to home for you
, then I want you to stick withme for the rest of this episode
today.
And if you're already thinking,okay, well, I don't even know
where to start, the back officepower checklist is going to help

(04:49):
you get clarity real fast.
It's a free, fillable documentthat helps you quickly audit
your operations so you can seewhat's working and what's not.
No shame, no overwhelm, justclarity.
You can grab your copy throughthe link in the show notes.

(05:10):
Now let's get back to what elseI share with my friend, because
this might be exactly what youneed to hear too.
You cannot grow without burningout if your systems or your
back office are duct tapedtogether, period.
And when I say system, I'mtalking about a documented
process that includesautomations with technology and
a clear understanding of whodoes anything that is not

(05:30):
automated.
Now, I know this is hard tohear, because the world
glorifies the hustle, but hustlealone isn't sustainable and it
definitely doesn't help you growor scale your business If
you're adding new offers,building a team or trying to
create more space in your life,you have to have a solid

(05:51):
operational foundation in yourbusiness.
Otherwise you're just workingharder to manage chaos.
Now, if you're feeling calledout right now, I want you to
understand.
This isn't about trying to makeyou feel guilty.
I want you to give yourselfpermission to lead differently.

(06:11):
Now let's do a quick gut check.
Can you hand off a client taskwithout explaining it five times
, or does your team know whatneeds to happen each week
without asking you?
Are your tools actuallysupporting you, or are they just
sitting there unused, costingyou money?

(06:34):
Or are they just sitting thereunused, costing you money?
When your operations arealigned, not only does the
day-to-day stuff feel easier,you're finally in a position to
make bold strategic moveswithout second-guessing every
step.
And if you're still listening,you already know something is

(06:54):
not working.
But the question isn't whetheror not you need systems.
It's whether or not you'reready to stop trying to fix
everything on your own.
If your answer is mostly no,it's okay, because you're not
alone.
But don't just be satisfied withthat.
Don't sit in that space.
Go, grab the back office powerchecklist.

(07:15):
It will help you see exactlywhere the gaps are in your back
office so you can stop guessingwhat to do and start making
smarter decisions.
And I will be honest with you,this is the kind of work that
I've helped a number of women do, women who were juggling too
much and they needed someone tohelp them sort through the noise

(07:37):
and build a business thatfinally felt manageable.
And no, you don't need moregeneric advice.
You need a clear, customizedplan that works for your
business, your brain, yourbandwidth and your life.
That's what I do with myclients all day, every day, and
that's exactly what I createdthe Legacy in Motion sessions

(08:01):
for.
We're not just looking to patchholes or add more duct tape to
your back office, where the goalis to build a business that can
carry the weight of yoursuccess without breaking you.
Now Amani Guy is one of themembers of the Mighty Society
and after her legacy in motionsession she said she finally

(08:24):
felt clear and calm.
She wasn't reacting anymore,she was able to start leading
her business, and that was theshift she was able to make just
after our two hour one-on-onesession.
But that's the differencebetween barely holding it all
together and moving forward withconfidence.
You know, there's this beliefthat more clients, more revenue,

(08:46):
more visibility, that that'ssomehow going to fix what's not
working in your business.
But if the back end of yourbusiness is messy, now adding
more to it is not going to solvethe problem.
It's actually going to magnifyit.
And no amount of money is worthsacrificing your health,
because your health is yourwealth.

(09:07):
That's why I always say justbecause you can do something
doesn't mean you should, andthat's especially if your
business is already feeling tooheavy for you.
So this is what I asked myfriend next, and I want to ask
you the same question Thinkabout this Is your current
success actually sustainable?
If it's, if it isn't, I wantyou to pause because we need to

(09:33):
fix that first.
That's what systems are for.
They give you room to growwithout things falling apart.
Not to mention, they createtime and space so you can think
and enjoy your life while you'reon this journey.
And if you're not sure where thecracks are, even where to start
, let me help you out.
Start by grabbing that backoffice power checklist.
It's a low pressure way to getreal about what's working,

(09:55):
what's broken and what's missing, and you are the only one that
knows the results once youcomplete it.
Well, unless you reach out tome to get my help to fix it, of
course.
But here's something else Itold my friend If your business
lives in your head, you don'thave a business, you have a you.

(10:16):
That identity just happens tohave a logo on a website.
Understand this delegationdoesn't work if you're unclear
on what to hand off or how tohand it off.
Well, to the right person andhanding your VA or anyone else a
mess to figure out.
That's not a leadershipstrategy.

(10:37):
It's a recipe for frustrationand failure on both sides.
Now I have a client who wasmanually onboarding her new
clients for years.
Needless to say, it wasn't asmooth or consistent process, so
I guided her through creating asimple checklist to help her
get started.
Then we expanded on that to becomplete steps and we automated

(11:01):
a few things.
That one process went fromtaking over an hour on a good
day to just 15 minutes, and whenshe hired an assistant, she had
a complete system that this newhire could take over for her,
and then we kept building fromthere.
That's part of my power inmotion framework and that's my

(11:23):
signature process for helpingoverwhelm entrepreneurs take
back control of their time intheir operations.
This is the kind oftransformation that we focus on
in the part of that frameworkWork on the plan.
We pick one task that's drainingyour time and we create a
simple, scalable solution.
Doesn't have to be fancy, youjust need to give it some

(11:46):
attention.
Now, another one of my recentclients told me that after her
limb session or her legacy inmotion session, she finally had
a clear path forward, not just alist of ideas, but a real plan
that she could follow.
Catch that A real plan that shecould follow without

(12:07):
overthinking every step.
That's what systems do.
They give you clarity, andclarity, my friend, creates
momentum.
So if you're aiming forsustainable growth, your
foundation matters.
If your growth is moving beyondand faster than your
infrastructure can support, it'stime for you to slow down and

(12:29):
clean things up.
And if you're delegatingwithout documentation, you're
setting yourself up to spin yourwheels and waste your time and
not just your time, but theother person's as well.
So if you do nothing else fromtoday's episode, please make
sure you download the backoffice power checklist.
That's a quick win.
That's going to help you seeexactly what's falling through

(12:51):
the cracks in your back office.
A link to that is in the shownotes.
Now, if you're ready to stopduct taping things together and
finally get a strategy that fitsyour business, then I encourage
you to book a legacy in motionsession.
We will walk through all theparts of your back office,
identify your biggest areas ofopportunity, and then I'm going

(13:12):
to create a custom 90 day actionplan that you can actually
implement with confidence.
Most women come into thissession feeling overwhelmed and
unsure where to start, and theyleave feeling clear, focused and
ready to take back control oftheir time and their business,
and that could be you too.
I want that for you and I'llsay this most of the women I

(13:35):
work with wait too long to gethelp.
They keep trying to fix it ontheir own, but the moment they
decide to get support,everything starts to shift.
So if that's you, do not waituntil you're on the verge of
burnout or until you're alreadyburnt out.
Let's fix this now, while youstill have the energy and desire

(13:56):
to lead.
There are only a few sessionsavailable each month, so if this
episode is speaking to you, Iwant you to grab your spot now.
You're going to get a prep formright after you book that
session to help you get ready,and then I review all of that
before we even meet.
But if you're not quite readyto take that step, but this

(14:17):
episode still hit home, dm methe word L-I-M and I'm going to
send you the link directly sothat you can schedule like 15
minutes in my calendar so we canchat.
That way I can answer anyquestions that you have.
Or you can DM me on Instagramat the underscore Shannon Baker.
I would love to help you figureout your next best move.

(14:40):
Now back to my friend.
What happened?
Well, she implemented hercustom action plan and finally
booked an entire week away withher family on vacation without
her laptop.
That's what happens when youstop letting your business run
you and you start running itwith intention.

(15:02):
That's a real flex Running abusiness that supports your life
, not the other way around.
That's what we're building, onesystem at a time.
So until next time, keep calmand streamline.
Thanks for hanging out with methis week.
If you've made it this far,it's clear you're ready to shake

(15:23):
things up and take control ofyour business, and I'm here for
it.
But remember, just listening tothis episode won't get you
better results.
I challenge you to break themold and take action today.
Your next move.
Let's connect Head to the shownotes and book a call with me to
learn how the Mighty Societymembership can help you
streamline your back office andreclaim your time.

(15:45):
If you're not ready for thatstep yet, no worries.
Connect with me on Instagram atthe underscore Shannon Baker,
and tell me what resonated mostfrom today's episode and if
you're loving the podcast.
Leaving a review is a quick wayto show your support and help
more entrepreneurs like youbreak free from the chaos.
Listening is great, but actioncreates transformation.

(16:08):
Go, make it happen and untilnext time, keep calm and
streamline.
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